.100 General
The Office of Finance is responsible for maintaining the University's Financial Information System (PeopleSoft Finance) and for disseminating appropriate information to the Campus community. Financial Reports can be run from the Finance System at any time for those that have access to the system.
Responsible departmental personnel may request security access to the system and their department number(s) by completing the online "Finance Systems - Request Access” form. Upon receipt of a completed "Finance Systems - Request Access" form, IT Training will contact the person requesting access to schedule the required training prior to gaining access to the system.
Should you have questions concerning completion of the form or obtaining access to the system, contact Finance System Security sherm2bm@jmu.edu or x87078.
The following subsections provide detailed descriptions of the information included on the Summary Financial Report (nVision Report) and the Monthly Detail Report.
.200 Report Descriptions
.210 Summary Financial Report
This report provides monthly and year to date revenue and expenditure transactions for each organization by account code. It also provides both original and revised budget by account code and calculates budget balance before and after encumbrances.
Sub-totals are provided for:
- Personal Service Expenses and Personal Service Recoveries
- Non–Personal Service Expenses and Non–Personal Service Recoveries
Totals are provided for:
- Revenues
- Personal Services
- Non–Personal Services
- Total Expense and Recoveries combined for the organization
THE "HEADER" SECTION:
THE BODY OF THE REPORT:
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- Account: Revenue, Expenditure Account code and or Recovery. Expenditure Account Code definitions are available in Section 2015 and Revenue Account Code definitions are available in Section 2020 of these procedures.
- Description: The description of the revenue and/or expenditure account code.
- Original Budget: The beginning budget for the current fiscal year.
- Revised Budget: The beginning budget adjusted by budget revisions approved and processed through the date of the report.
- Revenue/Expenditure, Current Month: Current month's revenues, if applicable, and expenses recorded as of the report date.
- Revenue/Expenditure, YTD: Revenue, if applicable, and expenditures recorded through the current month, for the fiscal year.
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.220 Monthly Detail Report
The monthly detail report lists all budget, revenue, and expenditure transactions recorded in the Finance System for the reporting month. Transactions are listed individually by Revenue and Expenditure account code and include a brief description of the code. Totals are provided for each Account Code and for All Revenue Codes, Personal Service Expenses, and Non-Personal Service Expenses. A grand total is provided for All Expense Codes and a net total (difference between revenues and expenditures) for the Department. The total for each account code is automatically transferred to the Summary Financial Report.
THE "HEADER" SECTION:
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- Report Title: James Madison University, Monthly Detail Report.
- Time Period of the Report: For the Period Ending, Month, Day, Year.
- For Department: The Department Number and Name.
- Manager Name: The title of the person responsible for the Department number listed on the report.
- Report ID: JGL0001
- Page. Number of pages in this report.
- Run Date: The date the report was run.
- Run Time: Time the report was run.
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THE BODY OF THE REPORT:
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- Date: The date transactions were posted to the FIS.
- GL Jrnl ID: General Ledger Journal Identification number of the transaction listed.
- SRC: Source of the transaction, either Procurement (PO), General Accounting (GA), or Accounts Payable (AP).
- Sub ID: A second Identification number, the Voucher No. for vendor payments or PO No. for purchase orders.
- Description: A brief description of the transaction and/or the name of the payee, vendor or deposit certificate number.
- Budget Amts: Amounts of original and budget revision transactions.
- Actual Amts: Actual amounts of individual transactions posted.
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.230 Monthly Exception Report
This cross period posting report provides a summary of transactions that are processed in a given month but posted to the ledger in a previous month.
THE "HEADER" SECTION:
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- Report Name: JGL0009
- Report Date: The date the report was run.
- Manager Name: The title of the person responsible for the Department number listed on the report.
- Report Title: James Madison University, Cross Period Posting Report.
- Time Period of the Report: For the Period Ending, Month, Day, Year.
- For Org: The Department Number and Name.
- Page No. Number of pages in this report.
- Run Time: Time the report was run.
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THE BODY OF THE REPORT:
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- Journal Date: The date transactions were processed.
- Posted Date: The date transactions were posted to the FIS.
- GL Jrnl ID: General Ledger Journal Identification number of the transaction listed.
- SRC: Source of the transaction, either Procurement (PO), General Accounting (GA), or Accounts Payable (AP).
- Sub ID: A second Identification number, the Voucher No. for vendor payments or PO No. for purchase orders.
- Description: A brief description of the transaction and/or the name of the payee or vendor.
- Actual Amts: Actual amounts of individual transactions posted.
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.240 General Ledger Activity Report
The monthly report lists all accounts posted to the department/organization in the Finance System for the reporting month. Transactions are listed individually by Revenue, Expenditure, Liability and Cash account code. Total Activity, Ending Balance, and Expended Balance are provided for each account code.
THE "HEADER" SECTION:
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- Report ID: GLS7002
- Bus. Unit: JMDSN - James Madison University
- Ledger: ACTUALS - Actuals Ledger
- For Fiscal Year: The fiscal year of this report.
- Period: Month to Month period of this report.
- Dept: The Department/Organization Number is listed here.
- Currency Code: This will always be USD (US Dollars).
- Report Title: PeopleSoft GL - General Ledger Activity.
- Page No. Number of pages in this report.
- Run Date: Date the report was run.
- Run Time: Time the report was run.
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THE BODY OF THE REPORT:
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- Curr: Currency Code, which will always be USD for US Dollar.
- Journal Date: The date transactions were posted to the FIS.
- Journal ID: The journal number or PO number for that transaction.
- Seq Line: Sequence line number for that posting.
- Dept: Department number of the transaction.
- Account: The account the transactions were posted to the FIS.
- Program: The program code associated with department.
- Debit: The amount charged to the account for that transaction.
- Credit: The amount credited to the account for that transaction.
- Balance: The net balance of the account for the month.
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